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Video interview email templates, from the invitation to the rejection

VoxScreen sends candidates six emails, from the invitation to the rejection, and you can rewrite the subject and message of each one on any plan, the free one included. Below are all six as we send them by default, ready to copy into whatever tool you use.

A candidate email template in a one-way video interview tool is the saved subject and message the tool sends at a set moment: when someone is invited, reminded, when their answers arrive and when the team decides. The tool fills in variables such as the candidate's first name and the interview title, and adds the parts it controls, such as the button with the candidate's own link.

The six emails and when they go out

Four go out when something happens in the interview. The other two are offered when you advance or reject someone, and you send, edit or skip them each time.

The six candidate emails, what triggers each one and whether it is sent by default.
EmailWhen it goes outBy default
InvitationWhen you invite someone to an interview by email.Always sent
ReminderTo invited candidates who haven't finished. Up to three, each set a number of days after the invitation or hours before the deadline.Off until you switch it on
Interview receivedWhen a candidate submits their answers.Off until you switch it on
Interview reopenedWhen you give a candidate more time or let them start over.Always sent
Next stepsWhen you move a candidate to Advanced. Goes right away.Offered each time
Not moving forwardWhen you move a candidate to Rejected. Goes 3 hours later, and is canceled if you change the decision first.Offered each time

Six video interview email templates to copy

These are the English emails VoxScreen sends when you haven't changed anything, word for word. Words in braces are variables the app fills in. {note} is where a personal note goes when you write one; without a note, that paragraph is left out.

Interview invitation email

Subject: Your interview for {interview_title} at {company_name}

Hi {candidate_first_name},

Thanks for applying to {company_name}. Before we meet, we'd like to hear from you in a short recorded interview for {interview_title}.

There are {question_count} questions and it takes about {interview_minutes} minutes. Record it whenever it suits you.

Your answers go straight to the team at {company_name}. Speak as you would to us in person; nobody expects a polished video.

{note}

{sender_first_name}

Interview reminder email

Subject: Your interview for {interview_title} is still open

Hi {candidate_first_name},

A quick reminder, in case it slipped down your inbox: your interview for {interview_title} with {company_name} is still open. You can record it whenever it suits you.

{sender_first_name}

Interview received email

Subject: We received your interview for {interview_title}

Hi {candidate_first_name},

Thanks for recording your interview for {interview_title}. Your answers have reached the team at {company_name}.

There's nothing else you need to do for now. The team will review your answers and get back to you.

{sender_first_name} {company_name}

Interview reopened email

Subject: Your interview for {interview_title} is open again

Hi {candidate_first_name},

Good news: the team at {company_name} has reopened your interview for {interview_title}.

{note}

{sender_first_name}

Next steps email after the interview

Subject: Good news about your interview for {interview_title}

Hi {candidate_first_name},

Good news: the team at {company_name} enjoyed your interview for {interview_title} and would like to continue with you.

{note}

Thanks again for the time you put into your answers.

{sender_first_name} {company_name}

Rejection email after the interview

Subject: An update on your interview for {interview_title}

Hi {candidate_first_name},

Thank you for recording your interview for {interview_title}. Answering questions on camera takes time and some nerve, and we're grateful you did it.

After careful thought, the team at {company_name} has decided not to move forward with your application this time.

{note}

We wish you the very best with what comes next.

{sender_first_name} {company_name}

In VoxScreen, your logo, the interview details, the button with the candidate's link, a line on how to reply and the footer are added around this text. None of it is part of the template, so editing the wording can't break the link.

Variables you can use

Type { in the editor and pick one from the menu. A variable an email can't fill, or a typo such as {candiate_name}, is refused when you save, so it never reaches a candidate as raw text. For names, you choose what to write when the value is missing, for example when someone was invited by email address alone.

Every variable a candidate email template can use, what replaces it and which emails accept it.
VariableReplaced withEmails
{candidate_first_name}The candidate's first name. "there" if it's missing, or a word you choose.All six
{candidate_full_name}The candidate's full name, with the same fallback.All six
{interview_title}The interview's title, such as Product Designer.All six
{company_name}Your company's name.All six
{sender_first_name}The first name of the person sending. "The team" if there isn't one.All six
{deadline}The deadline, written in the interview's language, for example Friday, October 24.Invitation, reminder, reopened
{question_count}How many questions the interview has.Invitation, reminder, reopened Message only, not the subject
{interview_minutes}The estimated length, in minutes.Invitation, reminder, reopened Message only, not the subject
{time_limit_minutes}The time limit the candidate gets, in minutes.Invitation, reminder, reopened Message only, not the subject
{note}The personal note you write when sending. Left out when there isn't one.Invitation, reopened, next steps, not moving forward Message only, not the subject

Account templates, job templates and a note when you send

Account template

One template for each email in each interview language, used by every job. Account admins edit them under Settings, Candidate emails.

Job template

Any job can have its own version of an email, from the job's settings. That job keeps its wording when the account template changes, until you switch it back to the account template.

A note, or a one-off edit, when you send

When you invite, reopen, advance or reject someone, add a sentence just for them, or edit the whole email for that one person. The template stays as it is.

Before you save, preview an email with sample data or with a real candidate from one of your jobs, and send a test copy to your own inbox.

Rejection emails that wait three hours

When you reject a candidate, VoxScreen offers the Not moving forward email; it never sends one on its own. You decide whether it goes, add a note if you like, and choose when: in 3 hours, which is the default, right away, or tomorrow at 9:00 in your account's time zone. If you change the decision before then, the email is canceled. Advancing someone works the same way, except the Next steps email goes right away.

The delay is there for two reasons. A decision made in a hurry can be undone before the candidate hears about it, and a rejection doesn't arrive a few minutes after someone pressed submit.

What's checked before an email goes out

Any account, free ones included, can write what VoxScreen sends to candidates. So every template, note and one-off edit is checked before it's saved or sent.

  • Links must start with https://. At most three per email, and no shortened links, numeric IP addresses or addresses made to look like another site.
  • An AI review reads the wording for requests for money, passwords or ID numbers, moving the conversation to a messaging app, pretending to be someone else, and phrasing that would land in spam.
  • If the check can't run, the text isn't saved. Nothing unchecked reaches a candidate.
  • Messages take bold, italics, bulleted lists and links. No images and no HTML.

What it costs: nothing, on any plan

Editing candidate emails is included on every plan, the free one too, in all five interview languages: English, Spanish, French, German and Brazilian Portuguese. Emails aren't metered. Your plan counts candidates, and a candidate who gets a reminder, a reopened interview and a decision is still one candidate.

See full pricing details →

How other tools handle candidate emails

Most one-way interview tools that document their emails let you edit the invitation and the reminder. Fewer document a rejection email. Where a vendor ties custom wording to a plan, it's a paid one. Most of the category publishes nothing on this, so the table only lists vendors whose help centre says what can be edited.

Which candidate emails each tool documents as editable, from its own help centre.
ToolEditable emails, as documented
VoxScreen Our productSix emails, rejection included. Editable on every plan, free too
HirevireInvite, reminder, stage change; subject editable
HireflixInvite and reminder, email and SMS
WilloInvite, reminder, success. Subject locked
Spark HireTemplate library, rejection included
TruffleInvite, reminders, completion. Paid plans

Every entry was read from that vendor's own help centre on the date shown. Products change, so check their site before you decide. Hirevire · Hireflix · Willo · Spark Hire · Truffle

What this does not do

A few things people expect from email templates aren't here. It's better to find out on this page than after you sign up.

  • No text messages. VoxScreen sends email only. Willo and Hireflix send invitations and reminders by SMS as well.
  • One template per email, not a library. Each email has one account template per language and, if you want, one per job. Spark Hire and Truffle keep several saved templates to pick from.
  • No sending from your own domain. Candidates see your company name followed by "via VoxScreen" as the sender, and a reply goes to the person who sent the email.
  • No custom layout. The logo and colors come from your branding settings, the interview details, button and footer are VoxScreen's, and the footer line saying your company uses VoxScreen stays.

Common questions

Can I edit candidate emails on the free plan?

Yes. All six emails can be edited on every plan, the free one included, and there's no limit on how often you change them. Account admins edit the account templates.

Can I change the subject line?

Yes, on all six emails, and subjects can include variables such as the interview title. The editor warns you past about 60 characters, because that's roughly where phones cut a subject off.

Can one job use different wording?

Yes. In the job's settings, switch any email to a job template and edit it. That job keeps its own wording, and every other job follows the account template.

Can I reject a candidate without sending an email?

Yes. The rejection email is offered each time and never goes out on its own. Skip it, send it as it is, or add a note. If you send it, it waits 3 hours by default and is canceled if you change your decision in the meantime.

What language do the emails go out in?

The interview's language: English, Spanish, French, German or Brazilian Portuguese. You write your own text for each language you use. A language you haven't edited uses VoxScreen's default in that language, and dates are written in it too.

Can candidates stop the reminders?

Yes. Every reminder has a link that stops them for that interview, and the interview link keeps working. Reminders are off until you switch them on, and a schedule has at most three.

Send your next interview in your own words

Set up an interview in five minutes and edit the invitation before it goes out. The free plan needs no card.

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Put your logo and colors on these emails Give a candidate more time or a fresh start